Multi-Currency Invoicing
Invoice international clients in their preferred currencies with automatic exchange rates, proper VAT handling, and compliance with Spanish reporting requirements.
Global business doesn't stop at borders, and neither should your invoicing. Factumo's multi-currency features let you invoice international clients in their preferred currencies while maintaining full compliance with Spanish tax requirements. The platform handles exchange rates, currency conversion, and VAT implications automatically, so you can focus on serving your global clients.
Whether you're working with US clients in dollars, UK partners in pounds, or Scandinavian companies in their local currencies, Factumo ensures professional, compliant invoicing across all your international transactions.
Understanding Multi-Currency Invoicing
Multi-currency invoicing means creating invoices in foreign currencies while your business operates with EUR as the base currency for Spanish tax reporting.
Why Invoice in Foreign Currencies?
Client Convenience: International clients prefer invoices in their own currency for easier processing, budgeting, and payment.
Professional Presentation: Invoicing in your client's currency demonstrates international business sophistication and attention to their needs.
Payment Clarity: Clients know exactly what they'll pay without worrying about exchange rate fluctuations between invoice date and payment date.
Competitive Advantage: Many Spanish businesses don't offer multi-currency invoicing, making this a differentiator for attracting international clients.
How Multi-Currency Works in Factumo
When you create a multi-currency invoice:
- Select currency: Choose from USD, GBP, SEK, NOK, and 100+ other currencies
- Set prices: Enter amounts in the selected foreign currency
- Automatic exchange rate: Factumo fetches current rates from European Central Bank
- EUR equivalent calculated: System calculates EUR value for Spanish tax reporting
- VAT applied correctly: Appropriate VAT rules for international transactions
- Client receives foreign currency invoice: Professional invoice in their currency
- Your records show EUR equivalent: Compliant Spanish accounting records
Example:
Client invoice (what they see): - Service: Web Development - Amount: $2,500.00 USD - VAT: $0.00 (Reverse Charge - EU B2B) - Total: $2,500.00 USD Your records (Spanish tax reporting): - Base amount: €2,298.85 EUR (@ 1.0875 USD/EUR rate) - VAT: €0.00 (Reverse Charge) - Exchange rate date: January 15, 2025 - Reference rate: European Central Bank
Enabling Multi-Currency Features
Before creating foreign currency invoices, activate multi-currency functionality in your settings.
Step 1: Access Multi-Currency Settings
Navigate to Settings → Company → Invoice Settings and locate the Multi-Currency section.
Step 2: Enable the Feature
Toggle Enable Multi-Currency Invoicing to activate:
- Unlocks currency selection on invoice creation
- Activates automatic exchange rate fetching
- Enables multi-currency reporting
- Adds currency conversion tools
Step 3: Confirm Base Currency
Your base currency is automatically set to EUR (Euro) for Spanish businesses. This is your reporting currency for all Spanish tax declarations and cannot be changed, as required by law.
All foreign currency transactions are converted to EUR equivalents using official exchange rates for tax reporting purposes.
Step 4: Select Available Currencies
Choose which currencies appear in your invoice currency dropdown:
Most Common for Spanish Businesses:
- USD (United States Dollar) - North American clients
- GBP (British Pound Sterling) - UK clients
- SEK (Swedish Krona) - Swedish clients
- NOK (Norwegian Krone) - Norwegian clients
- DKK (Danish Krone) - Danish clients
- CHF (Swiss Franc) - Swiss clients
Additional European:
- PLN (Polish Złoty)
- CZK (Czech Koruna)
- HUF (Hungarian Forint)
Global:
- CAD (Canadian Dollar)
- AUD (Australian Dollar)
- JPY (Japanese Yen)
- CNY (Chinese Yuan)
You can select all or just the currencies you commonly use. The list can be updated anytime as your client base evolves.
Creating Foreign Currency Invoices
Creating invoices in foreign currencies is nearly identical to creating EUR invoices, with a few additional considerations.
Step 1: Navigate to Invoice Creation
From your dashboard, click Invoices → Create Invoice as usual.
Step 2: Select Your Client
Choose the international client from your client list. Make sure their client record includes:
- Correct country
- Valid tax ID (if EU business)
- Complete international address
See Managing Clients for setting up international client records.
Step 3: Choose Currency
In the Currency dropdown, select the foreign currency:
- EUR - Default for Spanish domestic invoices
- USD - For US clients
- GBP - For UK clients
- SEK - For Swedish clients
- NOK - For Norwegian clients
- Other - Additional enabled currencies
Important: Once you select a currency and add line items, changing the currency later will require re-entering all amounts. Choose the correct currency before adding line items.
Step 4: Automatic Exchange Rate Fetch
When you select a foreign currency, Factumo automatically:
- Fetches current rate: Connects to European Central Bank (ECB) API
- Displays rate: Shows exchange rate and date in the interface
- Updates daily: Rate refreshed daily at ECB publication time (typically 16:00 CET)
- Locks rate on finalization: Rate fixed when you finalize the invoice
Exchange Rate Display:
Currency: USD (United States Dollar) Exchange Rate: 1.0875 USD/EUR Rate Date: January 15, 2025 Source: European Central Bank EUR Equivalent: €2,298.85
You can see the EUR equivalent update in real-time as you add line items.
Step 5: Add Line Items in Foreign Currency
Enter your services or products using the selected foreign currency:
Description: Web development services - Homepage redesign Quantity: 1 project Unit Price: $2,500.00 (entered in USD) VAT Rate: 0% (Reverse Charge - EU B2B) Line Total: $2,500.00 USD
Enter all amounts in the foreign currency—Factumo handles EUR conversion automatically.
Step 6: Review Dual-Currency Totals
Before finalizing, review both currency amounts:
Client Invoice Totals (Foreign Currency):
- Subtotal: $2,500.00 USD
- VAT (Reverse Charge): $0.00 USD
- Total: $2,500.00 USD
Your Records (EUR Equivalent):
- Base imponible: €2,298.85 EUR
- IVA: €0.00 EUR
- Total: €2,298.85 EUR
Both amounts appear on the invoice PDF, providing transparency for you and your client.
Step 7: Finalize Invoice
Click Create Invoice to finalize:
- Exchange rate is locked (won't change even if ECB updates rates later)
- Invoice number assigned
- PDF generated with dual currencies
- EUR equivalent recorded for Spanish tax reporting
- Ready to send to client
Exchange Rates and Sources
Understanding how exchange rates work ensures accuracy and compliance.
European Central Bank (ECB) as Source
Factumo uses the European Central Bank as the official exchange rate source because:
Official EU Reference: ECB rates are the standard reference for European businesses and tax authorities.
Daily Publication: ECB publishes reference rates daily around 16:00 CET, providing up-to-date rates.
Regulatory Acceptance: Spanish tax authorities accept ECB rates for EUR conversion in tax reporting.
Comprehensive Coverage: ECB provides rates for 40+ major currencies against the EUR.
Free and Reliable: Official, government-backed data source with guaranteed availability.
When Rates Are Fetched
Draft Invoices: Rate is indicative and updates daily until you finalize.
Finalized Invoices: Rate is locked at the moment of finalization and never changes.
Rate Date: The ECB publication date is recorded on the invoice for audit purposes.
Historical Invoices: Exchange rates remain as recorded, even if ECB later publishes corrections.
Rate Locked on Finalization
This is crucial for legal compliance:
Example Timeline:
- January 10 (10:00): Create draft invoice - Rate: 1.0850 USD/EUR
- January 11 (16:30): ECB publishes new rate - Rate updates to: 1.0870 USD/EUR
- January 12 (09:00): Edit draft invoice - Rate still: 1.0870 USD/EUR
- January 12 (14:00): Finalize invoice - Rate locked at: 1.0870 USD/EUR
- January 13: ECB publishes new rate (1.0890) - Your invoice remains at 1.0870
Once finalized, the exchange rate is permanently fixed for that invoice, ensuring consistent tax reporting and preventing manipulation.
Manual Rate Override (Advanced)
For special situations, you can manually override the exchange rate:
When to Use:
- Client contract specifies a fixed exchange rate
- Payment received before invoicing at agreed rate
- Historical invoice with specific dated rate
- Rate negotiated as part of commercial agreement
How to Override:
- Enable "Manual Exchange Rate" option
- Enter your desired rate
- Add justification note (required for audit trail)
- Finalize invoice with custom rate
Example Justification: "Fixed exchange rate of 1.1000 USD/EUR per commercial agreement dated December 1, 2024, Annex C, Clause 3.2"
Important: Manual overrides should be rare and well-documented. Always use ECB rates unless you have specific contractual or legal justification.
VAT Implications for Foreign Currency
Foreign currency invoices often involve special VAT treatment depending on the client's location.
EU B2B Services (Reverse Charge)
When invoicing business clients in other EU countries for services:
VAT Rate: 0% (Reverse Charge) Currency: Client's currency (GBP, SEK, etc.) or EUR Invoice Note: "Inversión del sujeto pasivo - IVA será abonado por el destinatario según Artículo 196 de la Directiva IVA"
Your Obligations:
- Apply 0% VAT on invoice
- Report on quarterly VAT return (Modelo 303) with special code
- Include in EU recapitulative statement (Modelo 349) if applicable
- Verify client's VAT ID using VIES system
Client Obligations:
- Self-assess and pay VAT in their own country
- Claim input VAT deduction (usually simultaneously)
- Net effect for client: usually €0 VAT due
Example Invoice:
Client: Swedish Tech AB (SE556677889901) Currency: SEK (Swedish Krona) Service: Software Development Amount: 25,000 SEK VAT: 0 SEK (Reverse Charge) Total: 25,000 SEK EUR Equivalent (for your records): Base: €2,298.85 @ 10.8750 SEK/EUR VAT: €0.00 (Reverse Charge)
EU B2B Goods (Complex Rules)
Goods sales within EU have different VAT rules depending on delivery terms:
Distance Sales: VAT may be due in destination country if you exceed thresholds.
Intra-Community Supply: Usually 0% VAT with proper documentation.
Consult: EU goods transactions are complex—consult with your tax advisor for specific situations.
Non-EU Exports (Zero-Rated)
When invoicing non-EU clients (US, UK, Switzerland, Norway, etc.) for most services:
VAT Rate: 0% (Export) Currency: Any foreign currency Invoice Note: "Exenta de IVA - Exportación de servicios fuera de la UE"
Requirements:
- Client must be located outside the EU
- Services must be B2B (business-to-business)
- Maintain proof of client's non-EU status
- Report on quarterly VAT return as exempt export
Example Invoice:
Client: Acme Corp (US business) Currency: USD (United States Dollar) Service: Consulting Services Amount: $5,000.00 USD VAT: $0.00 (Export) Total: $5,000.00 USD EUR Equivalent: €4,597.70 @ 1.0875 USD/EUR VAT: €0.00 (Export)
UK Post-Brexit
The UK is now treated as a non-EU country:
B2B Services: Usually 0% VAT (export), UK client self-assesses UK VAT B2C Services: May require UK VAT registration if you exceed thresholds Goods: Customs procedures apply, complex VAT rules
Treat UK clients similarly to US or other non-EU clients for most services.
Domestic Spanish Clients in Foreign Currency
If you invoice a Spanish client in foreign currency (unusual but possible):
VAT: Full Spanish VAT applies (21%, 10%, or 4%) Currency: Any currency, but EUR is standard practice Reporting: Report VAT on foreign currency amount converted to EUR
Example:
Client: Spanish Company (Spanish NIF) Currency: USD (United States Dollar) - unusual for domestic Service: Consulting Amount: $3,000.00 USD VAT (21%): $630.00 USD Total: $3,630.00 USD EUR Equivalent: Base: €2,758.62 @ 1.0875 USD/EUR VAT (21%): €579.31 Total: €3,337.93
Best Practice: Use EUR for all Spanish domestic invoices unless client specifically requests foreign currency.
Currency Conversion and Display
Understanding how Factumo presents multi-currency invoices ensures clarity for you and your clients.
Invoice PDF Layout
Multi-currency invoices display both currencies clearly:
Primary Currency (Foreign):
- Displayed prominently in all line items
- Used for subtotals and totals
- Appears in all monetary fields
- What the client will pay
Secondary Currency (EUR):
- Shown in summary section
- Displays exchange rate and date
- EUR equivalent calculations
- For your Spanish tax records
Example PDF Layout:
┌─────────────────────────────────────────────────┐ │ FACTURA / INVOICE │ │ Invoice: 2025-0045 │ │ Date: January 15, 2025 │ │ │ │ Client: Nordic Tech AS (Norway) │ │ Service: Web Development │ │ Amount: 20,000.00 NOK │ │ VAT (0% - Reverse Charge): 0.00 NOK │ │ ─────────────────────────────────────── │ │ Total: 20,000.00 NOK │ │ │ │ Exchange Rate Information: │ │ Rate: 11.2500 NOK/EUR │ │ Source: European Central Bank │ │ Date: January 15, 2025 │ │ │ │ EUR Equivalent (for reference): │ │ Base: €1,777.78 │ │ VAT: €0.00 │ │ Total: €1,777.78 │ └─────────────────────────────────────────────────┘
Client Communication
When sending foreign currency invoices to clients:
Email Subject: "Invoice 2025-0045 - [Amount] [Currency]" Example: "Invoice 2025-0045 - $2,500.00 USD"
Email Body:
Dear Client, Please find attached Invoice 2025-0045 for our services rendered in January 2025. Invoice Amount: $2,500.00 USD Due Date: February 14, 2025 Payment Instructions: - Amount: $2,500.00 USD - Bank: [Your international bank details] - SWIFT: [Your SWIFT code] - Reference: Invoice 2025-0045 The invoice displays both USD and EUR equivalents for transparency. Please pay the USD amount shown. Best regards, [Your Company]
Reporting and Analytics
Your Factumo reports automatically handle multi-currency:
Revenue Reports: Show both foreign currency and EUR equivalents VAT Reports: Calculate all VAT in EUR for Spanish tax filing Client Reports: Display each client's preferred currency Profit & Loss: Consolidate all currencies to EUR for financial analysis
Access multi-currency reports at Reports → Multi-Currency Summary.
Payment Reconciliation
Handling payments for foreign currency invoices requires careful reconciliation.
Receiving Foreign Currency Payments
When clients pay in the invoice currency:
Bank receives: Foreign currency (e.g., $2,500.00 USD) Bank converts: To EUR using bank's exchange rate (may differ from ECB) You receive: EUR equivalent in your account (e.g., €2,290.00)
Reconciliation:
- Invoice recorded: €2,298.85 (at ECB rate 1.0875)
- Payment received: €2,290.00 (at bank rate ~1.0917)
- Difference: -€8.85 (exchange rate variance)
Handling Exchange Rate Differences
The difference between invoice rate and bank rate must be accounted for:
Small Differences (<2%): Record as bank fees/foreign exchange costs in your expense accounts.
Accounting Entry:
- Debit: Bank Account €2,290.00
- Debit: FX Variance Expense €8.85
- Credit: Accounts Receivable €2,298.85
Tax Treatment: FX variances are deductible business expenses in Spain.
Recording Payments in Factumo
When marking foreign currency invoices as paid:
- Open Invoice: Navigate to invoice detail view
- Record Payment: Click "Record Payment"
- Enter Amount Received: Enter EUR amount actually deposited to your bank
- Payment Date: Date payment cleared in your account
- Payment Reference: Bank transaction ID or reference
- Exchange Variance: Factumo calculates and displays the FX difference
- Confirm: Payment recorded, invoice marked paid
Example:
Invoice Total (at ECB rate): €2,298.85 Amount Received: €2,290.00 FX Variance: -€8.85 (loss) Status: Paid ✓ Variance recorded as FX expense
Bank Transfer Details for Foreign Clients
Provide clear international payment instructions:
For EUR Payments:
- IBAN: ES91 2100 0418 4502 0005 1332
- SWIFT/BIC: CAIXESBBXXX
- Bank: CaixaBank, Spain
- Beneficiary: [Your Company Name]
For Foreign Currency Payments (if your bank accepts):
- SWIFT/BIC: CAIXESBBXXX
- Account Number: [International format]
- Currency: USD, GBP, etc.
- Beneficiary: [Your Company Name]
Check with your bank whether they accept foreign currency deposits directly or if conversion is required.
Supported Currencies
Factumo supports 100+ currencies through the European Central Bank reference rates.
Major Currencies
North America:
- USD - United States Dollar
- CAD - Canadian Dollar
- MXN - Mexican Peso
Europe (Non-Euro):
- GBP - British Pound Sterling
- CHF - Swiss Franc
- SEK - Swedish Krona
- NOK - Norwegian Krone
- DKK - Danish Krone
- PLN - Polish Złoty
- CZK - Czech Koruna
- HUF - Hungarian Forint
- RON - Romanian Leu
- BGN - Bulgarian Lev
- HRK - Croatian Kuna (transitioning to EUR)
Asia-Pacific:
- CNY - Chinese Yuan
- JPY - Japanese Yen
- KRW - South Korean Won
- SGD - Singapore Dollar
- HKD - Hong Kong Dollar
- AUD - Australian Dollar
- NZD - New Zealand Dollar
- INR - Indian Rupee
Latin America:
- BRL - Brazilian Real
- ARS - Argentine Peso
- CLP - Chilean Peso
- COP - Colombian Peso
Middle East & Africa:
- ZAR - South African Rand
- TRY - Turkish Lira
- ILS - Israeli Shekel
Full List
For a complete list of supported currencies, visit Settings → Multi-Currency → Supported Currencies or check the ECB website for their full reference rate coverage.
Best Practices for Multi-Currency Invoicing
Follow these practices to ensure smooth international invoicing.
Choose Currency Carefully
Client's Currency: Default to client's local currency for their convenience Contract Currency: If contract specifies a currency, always use that Payment Currency: Use the currency in which payment will be made EUR for EU: Consider EUR for EU clients even if they use different local currency
Communicate Exchange Rates
Be transparent with clients about exchange rates:
In Quotations: Show approximate exchange rate when providing estimates On Invoices: Always display exchange rate, source, and date clearly Before Finalizing: Confirm rate with client if they're sensitive to fluctuations In Contracts: Specify whether rates are fixed or variable
Monitor Exchange Rate Fluctuations
For large projects with foreign clients:
Fixed Rate Contracts: Negotiate fixed exchange rates for multi-month projects to eliminate your risk Escrow Payments: Request upfront deposits in foreign currency to lock in rates Regular Billing: Invoice frequently (monthly) rather than large quarterly invoices to spread exchange rate risk Hedging: For very large contracts, consider currency hedging instruments (consult financial advisor)
Maintain Clear Records
Keep comprehensive documentation:
Exchange Rate Source: Always record ECB reference rate and date Rate Justification: Document any manual rate overrides thoroughly Payment Reconciliation: Track FX variances separately from regular income/expenses Client Communication: Save correspondence confirming currency and rates
Update Currency Settings Regularly
Review your enabled currencies quarterly:
Add New Currencies: As you acquire clients in new countries Remove Unused: Declutter dropdown by disabling currencies you no longer need Check Rates: Monitor that ECB continues to publish rates for your needed currencies Test Invoices: Create test drafts when adding new currencies
Understand Tax Implications
Always verify VAT treatment:
EU B2B: Reverse charge (0%) - verify client VAT ID on VIES Non-EU B2B: Usually 0% export - maintain proof of client location EU B2C: May require VAT registration in client's country Complex Cases: Consult tax advisor for goods, digital services, or unusual situations
Reconcile Carefully
When receiving foreign currency payments:
Check Actual EUR Received: Compare to invoice EUR equivalent Record Variances: Document FX gains/losses properly Track Patterns: Monitor if one bank consistently offers better rates Consider Multi-Currency Accounts: Wise, Revolut, or similar can reduce FX costs
Spanish Tax Reporting Requirements
Foreign currency invoices have special reporting requirements in Spain.
Base Currency Reporting
All Spanish businesses must report in EUR:
Quarterly VAT (Modelo 303): Convert all foreign currency amounts to EUR using ECB rates Annual Income (IRPF/IS): Report all revenue in EUR Intra-EU Statement (Modelo 349): EUR conversion required for EU transactions Digital Reporting: All electronic submissions must use EUR
Factumo handles these conversions automatically using the locked exchange rates from your invoices.
Exchange Rate Consistency
Spanish tax authorities expect:
Consistent Source: Use same rate source (ECB) for all conversions Rate Date Documentation: Record date of rate used for each invoice No Manipulation: Rates cannot be adjusted retroactively for tax advantage Audit Trail: Maintain clear records of rates and sources
7-Year Record Retention
Keep for each multi-currency invoice:
- Original invoice with both currencies displayed
- ECB exchange rate and publication date
- EUR equivalent calculation
- Payment records showing actual EUR received
- FX variance documentation
- Client correspondence
Factumo automatically stores all this information for 7 years as required by law.
Common Issues and Solutions
Issue: Exchange Rate Changed Before Payment
Situation: You invoiced at ECB rate 1.0875 USD/EUR, but bank converts payment at 1.0950 USD/EUR when client pays 2 weeks later.
Solution:
- Invoice EUR equivalent remains unchanged (locked at finalization)
- Actual EUR received will differ
- Record difference as FX gain or loss
- This is normal and expected—no correction needed
Issue: Client Requests Different Currency After Quote
Situation: You sent estimate in GBP, client now wants invoice in EUR.
Solution:
- Convert estimate to invoice, change currency field
- Re-enter amounts in EUR
- Explain to client that pricing may differ slightly due to exchange rates
- Confirm new EUR amounts before finalizing
Issue: ECB Rate Not Available for Exotic Currency
Situation: Client uses currency not covered by ECB (e.g., some African or small Asian currencies).
Solution:
- Use EUR for invoice instead
- Or use USD/GBP as intermediary if client prefers
- Or manually enter rate from another official source (document thoroughly)
- Or request payment in EUR/USD to simplify
Issue: Invoice EUR Equivalent Seems Wrong
Situation: EUR conversion doesn't match your calculation.
Solution:
- Check ECB rate for the exact date invoice was finalized
- Remember: ECB rates are foreign currency per EUR, not EUR per foreign currency
- Example: 1.0875 USD/EUR means €1 = $1.0875, so $2,500 ÷ 1.0875 = €2,298.85
- Contact support if calculation still appears incorrect
Issue: Client Paid Wrong Currency
Situation: You invoiced in USD but client paid in EUR.
Solution:
- Check if EUR amount matches invoice EUR equivalent
- If yes: Record payment normally, note currency difference
- If no: Contact client to clarify and arrange correction
- Most flexible: Accept EUR payment and document variance
Next Steps
Now that you understand multi-currency invoicing:
- Creating Invoices - Apply multi-currency in invoice workflow
- Managing Clients - Set up international client records
- Spanish Requirements - Ensure compliance for all invoices
- Team Management - Collaborate on international invoicing
Need help with multi-currency invoicing? Contact support at support@factumo.com